dc administrative coordinator

2 weeks ago

Ancaster, Ontario, Canada Northern Reflections Full time $60,000 - $90,000 per year

Join Our Family of Brands – Northern Reflections, Ricki's & Cleo

At Northern Reflections, Ricki's, and Cleo, we are united by a shared vision: to inspire and empower women through fashion that fits their lives. With a proud legacy in Canadian retail, we bring together decades of expertise, a passionate team, and a commitment to delivering exceptional style, quality, and service.

As part of our growing organization, you'll join a collaborative and dynamic team that values innovation, customer connection, and the power of great fashion. Whether it's timeless comfort, polished workwear, or versatile style, each of our brands plays a unique role in serving women across generations.

The Distribution Centre (DC) Administrative Coordinator supports the Vice President of the DC in the efficient and safe operation of a high-volume facility. This individual is responsible for performing administrative functions, reporting, compliance, and data accuracy across all areas of the warehouse. The role serves as the central point of coordination for documentation, communication, and reporting between warehouse operations, inventory control, HR, and corporate stakeholders.

Responsibilities:

Equipment & Facility Administration

  • Maintain Pre-Inspection Checklists for all MHE — ensure documentation is completed daily, filed properly, and that issues are logged and escalated.
  • Track preventative maintenance schedules for MHE, dock doors, conveyor systems, and safety equipment.
  • Coordinate with service providers for repairs, inspections, and calibrations.
  • Maintain a log of facility inspections, pest control visits, and safety audits.

Productivity & KPI Management

  • Monitor, record, and analyze all operational KPIs (e.g., receiving volumes, picking accuracy, order fill rate, dock-to-stock time).
  • Generate daily, weekly, and monthly productivity dashboards for the VP and operations leadership ensuring accuracy and timeliness.
  • Identify performance trends and assist in root cause analysis for deviations.
  • Use Excel, Access, or Power BI for data management and visual reporting.

Workforce Administration

  • Track and reconcile team members' hours by banner and department to ensure correct labor allocation.
  • Support time and attendance monitoring, including vacation, sick leave, and overtime tracking.
  • Maintain rosters and shift schedules for all functional areas.
  • Manage Key Fob and Access Control System — issue, deactivate, and maintain access logs.
  • Support HR coordination (onboarding paperwork, training compliance, recognition programs).

Receiving & Inbound Operations Reporting

  • Track daily lumping company volumes and performance.
  • Maintain inbound shipment reports by vendor, PO, and receiving date.
  • Reconcile inbound discrepancies with inventory control and vendor relations teams.
  • Ensure compliance with vendor routing guides and appointment scheduling procedures.

Inventory Accuracy & Replenishment Support

  • Generate and distribute daily replenishment reports, low stock, and slow-mover reports.
  • Track cycle count completion and inventory adjustment accuracy.
  • Maintain audit trails for inventory corrections, damages, and RTVs.
  • Support continuous improvement initiatives in inventory accuracy and slotting efficiency.

Supplies & Operational Support

  • Monitor consumption of warehouse and office supplies, including packing materials, PPE, and labels.
  • Manage vendor relationships and place reorders proactively to prevent stockouts.
  • Track and reconcile purchase orders and expenses related to operations supplies.

Health, Safety & Compliance

  • Serve as co-chair and minute-taker for the Joint Health & Safety Committee (JHSC).
  • Maintain up-to-date records of first aid certifications, forklift licenses, WHMIS training, and safety drills.
  • Track and file incident reports, near-misses, and corrective action plans.
  • Coordinate quarterly safety audits and follow-up actions.

Team Engagement & Recognition

  • Maintain an up-to-date calendar of team member birthdays, anniversaries, and milestones.
  • Coordinate recognition initiatives to promote positive culture.

Reporting & Communication

  • Prepare executive-ready summaries and visuals for weekly management meetings.
  • Maintain shared drives and ensure version control and file integrity for reports and documentation.
  • Act as liaison between operations and corporate support teams (HR, IT, Finance, Customer Service).

Other Duties as Required

  • Support warehouse operations as needed (picking, packing, cycle counts, shipping support, etc.).
  • Participate in special projects, process improvements, and peak season initiatives.

Qualifications:

  • Minimum 3–5 years of administrative experience in a distribution or logistics environment (apparel experience an asset).
  • Proficient in Microsoft Excel, Access, and Power BI; experience with WMS or ERP systems (e.g., Manhattan, JDA, SAP, or similar).
  • Strong understanding of warehouse processes, KPI tracking, and operational compliance.
  • Excellent organizational, analytical, and communication skills.
  • Proven ability to manage multiple priorities in a fast-paced environment.
  • Strong attention to detail and commitment to accuracy.
  • Safety-focused mindset and knowledge of Occupational Health & Safety standards.

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